Introduction
When a customer brings a vehicle back with less fuel than it left with, you refuel it and charge them for what you put in. The price per unit of fuel comes from a short list held inside each price list: one row per fuel type, such as Petrol, Diesel or Electric, each with its own price. This page shows you how to set those prices, and how to add a fuel type that is missing.
The screen is headed Fuel prices. On the left is a table with a New Fuel price button above it and two columns, Fuel and Price, each with a filter box, plus a pencil icon and a bin icon at the end of every row. On the right is a picture of a fuel pump, which does nothing.
You come here when:
- Pump prices have gone up and your refuelling charge should go up with them.
- Your fleet now includes a hybrid or a gas-powered vehicle, and staff cannot charge refuelling on it because no price exists for that fuel.
- A corporate customer has their own price list and has agreed a different fuel price.
- You are just checking what the desk will charge before the summer season starts.
The price you set here is only a starting value. Each refuelling charge is still added by hand on the booking — see Record mileage and fuel readings — and the app fills this price in for you when you do.
How to use
Configuration
This screen is the configuration: there is no separate switch to turn fuel pricing on. It lives inside a price list, so every price list has its own set of fuel prices. If you have not worked with price lists before, read Set up a price list first.
Before you start: only the Company admin role can open the Fuel prices screen and add, change or delete a fuel price. An ordinary Employee account cannot. Staff at the desk do not need this screen — they only use the prices when they add a refuelling charge to a booking.
Using the Fuel prices screen
From the main menu, open Admin, then Pricing. The screen headed Pricelist overview opens. Double-click the price list you want to change — usually the one marked Default? — or click the eye icon at the end of its row. The list's own screen opens, with a set of tiles. Click the Fuel tile. The Fuel prices screen opens.
1. Check what is already there. Every price list starts with fuel prices already in it, so do not expect an empty table. See The three starting prices below.
2. Change a price. Click the pencil icon at the end of the row. A small window headed Edit Fuel Price opens:
| Field | Starts as | What it does | What it accepts |
|---|---|---|---|
| Fuel | The fuel type of this row | Which fuel this price is for | One of Diesel, Petrol, Gas, Electric, Other, Hybrid, AdBlue |
| Price | The current price | The price per unit, in euros, before any discount | A number with decimals, such as 1.95 |
Type the new price and click Save. The change is saved for this price list only. Cancel closes the window and keeps the old price.
3. Add a missing fuel type. Click New Fuel price, above the table. The same Edit Fuel Price window opens, already filled with Electric and 0.25. Change Fuel to the fuel type you need, type its Price, and click Save. The new row appears in the table.
4. Remove a fuel price. Click the bin icon at the end of the row. The row is deleted straight away, without a question first. To undo it, add the row again with New Fuel price.
5. Repeat for your other price lists. A change on one list does not reach any other list. If you have separate lists for corporate customers, open each one from Pricelist overview and click its Fuel tile.
When it worked, the table shows one row per fuel type your vehicles use, each with the price you want.
Key details
The three starting prices
When your company was set up, the app put three fuel prices on your default price list:
| Fuel | Starting price |
|---|---|
| Petrol | 2.00 |
| Diesel | 1.80 |
| Electric | 0.25 |
These are placeholder amounts, not your prices. Check them before you rely on them. There is no starting price for Gas, Hybrid, AdBlue or Other. If your fleet has any vehicle with one of those as its fuel type, add a price for it with New Fuel price.
The screen does not show a unit. The starting amounts suggest a price per litre for petrol and diesel and a price per kilowatt-hour for electric. Whatever unit you use, tell the desk, because staff enter the quantity in that same unit.
Where the price is used
When someone adds a refuelling charge to a booking (the booking's Fuel tab, New Booking fuel), the app:
- takes the vehicle's own fuel type (the Fuel field on the vehicle record),
- looks up the price for that fuel type in the booking's price list,
- fills in Fuel, Base price and a Quantity of 1.
If they pick a different fuel in the Fuel box, the app looks up that fuel's price instead. The Base price box can only be changed by staff who are allowed to override prices; everyone else charges exactly the price on this screen. See Who may change a price.
What a change does not touch
- Charges already on bookings. A refuelling charge keeps the price it was given when it was added. Changing the price here only affects charges added from now on.
- Other price lists. A new price list copies the fuel prices from your default list once, when it is created. After that the two lists are separate.
A worked example
Your default price list still has diesel at the starting price of 1.80. Pump prices have risen, so you open Admin → Pricing, open the default list, click Fuel, and change Diesel to 2.05. You also add a new row: Hybrid at 2.10, because you have just added a hybrid to the fleet.
- A walk-in customer returns a diesel van 30 litres short. The desk adds the charge and the base price arrives as 2.05. They type 30 as the quantity: 30 × €2.05 = €61.50.
- Van Dijk Logistics has its own price list, Corporate 2026, which was created last year. It copied diesel at 1.80 then, and you did not change it there. The same 30 litres on their booking comes to 30 × €1.80 = €54.00.
- A charge for 30 litres of diesel added last week at 1.80 stays at €54.00. It does not change to €61.50.
What to do next
If you have added a fuel type or changed a price on your default list, open each of your other price lists and do the same, unless those customers have agreed a different fuel price. Then tell the desk the new prices are in place. To charge a customer for fuel, see Record mileage and fuel readings.
Q&A
Why does a refuelling charge on a booking say "Base price is empty" when I click Save? The booking's price list has no fuel price for the fuel type chosen on the charge. This usually happens with Hybrid, Gas, AdBlue or Other, which have no starting price. Ask a company administrator to add that fuel type with New Fuel price on the Fuel prices screen of the price list the booking uses. Then cancel the charge and add it again with New Booking fuel.
Why is a customer charged a different fuel price from the one I just set? Check which price list the booking uses. Fuel prices belong to one price list, so a customer with their own list is charged that list's price. Open that list from Pricelist overview, click Fuel, and change it there too. A charge that was already added keeps its old price. To correct it, open the booking's Fuel tab and change the charge — see Record mileage and fuel readings.
Why does the table show two rows for the same fuel type? The screen does not stop you from adding a fuel type twice. When there are two, the app picks one of them for a booking, and you cannot choose which. Delete the one you do not want with the bin icon, so only one price per fuel type is left.
Why do I get Electric at 0.25 every time I click New Fuel price? That is how the window starts. Change Fuel and Price before you click Save. If you save by mistake, you now have a second Electric row; delete it with the bin icon.
Why can't I type in the Base price box when I add a refuelling charge? Your account is not allowed to override prices, so the app uses the price on the Fuel prices screen exactly. Ask a company administrator to change the fuel price, or to change the charge for you. See Who may change a price.
Why won't the Fuel prices screen open for me? The price list screens are only for the Company admin role. If Admin → Pricing or the Fuel tile does not open, your account does not have that role. Ask your administrator to change the price, or to give you the role.
Related pages:
- Set up a price list — the other tiles on a price list, and what a new list copies from the default one
- Record mileage and fuel readings — recording the tank level and adding the refuelling charge to a booking
- Take a vehicle back at the end of a rental — the return, and where to file the fuel receipt
- Check and correct a vehicle's odometer and fuel readings — the vehicle's fuel type and tank level readings